Executive Assistant

JOB FUNCTION / SUMMARY:

This position is primarily responsible for delivering high-level support to the executive leadership team. The role provides a variety of administrative support for executives, ensures efficient workflow and executes priorities in a timely manner.

ESSENTIAL DUTIES & RESPONSIBILITIES:

Manages multiple complex calendars, ensures they are free of conflicts and reschedules accordingly.

Handles travel arrangements for all business trips, including international travel.

Handles planning and logistics for select client entertainment.

Administers and tracks ticket allocations for select client entertainment events.

Serves as a liaison between executive leadership and internal and external individuals to ensure alignment and timely follow-up on action items. Engage other team members when appropriate to complete tasks.

Screens incoming communications, prioritize and either delegate or address the matter and retrieves, sorts, opens and distributes mail. Prepares executive responses to routine correspondence; prepares reports, collects and analyzes information; prepares presentations.

Provides framework for retrieval and utilization of historical information.

Maintains inventory of office supplies and promotional items; anticipates office needs; places and expedites orders when necessary.

Answers calls and greets visitors, directs parties to executives as appropriate.

Ensure office equipment is operable, schedules maintenance as necessary.

Process expense reports and invoices and may assist with budget tracking or preparation.

Interacts with customers when appropriate to resolve issues; documents complaints and develop an appropriate course of action. Report problems to executives as needed.

Ensure confidential handling of sensitive information and adherence to company policies.

SUPERVISORY RESPONSIBILITIES:

None

MINIMUM REQUIRED EDUCATION, EXPERIENCE & KNOWLEDGE:

High School Diploma and a minimum of 5 years of experience in an executive support role. Bachelor’s degree or vocational training highly preferred

Highly proficient with Microsoft Office applications including Word, Excel, Outlook and PowerPoint and Edge and proficient in Adobe Acrobat

Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment

Attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines

Excellent written and verbal communication skills

Experience supporting multiple executives.

Independent, self-motivated, and ability to make autonomous decisions

ESSENTIAL MENTAL & PHYSICAL REQUIREMENTS:

Ability to travel if required to perform the essential job functions

Ability to work under stress and meet deadlines

Ability to operate related equipment to perform the essential job functions

Ability to read and interpret a document if required to perform the essential job functions

Ability to lift/move/carry approximately 10 pounds if required to perform the essential job functions. If the employee is unable to lift/move/carry this weight and can be accommodated without causing the department/division an “undue hardship” then the employee must be accommodated; hence omitting lifting/moving/carrying as a physical requirement